Alpaca Herder User Guide

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Welcome to Alpaca Herder - your comprehensive farm management solution for alpaca farms. This guide will help you get started and make the most of all available features.

Table of Contents

• Getting Started
• Managing Your Farm
• Team Collaboration
• Animal Management
• Activity Logging
• Account Management
• Offline Functionality
• Troubleshooting

Getting Started

First Time Setup

• Launch the App

- Open Alpaca Herder on your device - You'll see a welcome screen highlighting key benefits: - Track health, breeding, and lineage with ease - Collaborate with your team in real-time - Access comprehensive records, online or offline

• Sign In

- Tap "Get Started" on the welcome screen - Choose your preferred sign-in method: - iOS: Apple Sign-In is prominently displayed - Android: Google Sign-In is prominently displayed - Both methods work on all devices - The app will securely authenticate you through your chosen provider

• Create or Join a Farm

- Create a New Farm: - Tap "Create new farm" - Enter your farm name (minimum 3 characters) - The farm will be created and you'll become the admin - You'll be taken directly to your new farm's dashboard - Join an Existing Farm: - Tap "Join existing farm" - Enter the 8-character invitation code (format: XXXX-XXXX) - The dash is added automatically as you type - Review the invitation details showing the farm and your role - Submit your join request - Wait for admin approval (you'll be notified when approved)

Understanding the App Layout

Once you're in a farm, you'll see the Farm Home Screen with:

• Farm selector in the title bar (tap to switch farms)
• Team management button (people icon) with notification badge for pending requests
• Connectivity indicator showing online/offline status
• Profile avatar for accessing your account settings
• Quick access grid for key features
• Dynamic onboarding cards to guide you through setup

Managing Your Farm

Farm Home Dashboard

The Farm Home Screen is your central hub for farm operations:

• Switching Between Farms

- Tap the farm name in the title bar - A dropdown shows all your farms - Select from your list of farms with checkmark on current - Create a new farm or join another from the same menu

• Quick Access Features

- Add Event: Log daily activities and events - Animals: View and manage your alpaca inventory (shows total count) - Other features will be added in future updates

• Smart Onboarding Cards

- Intelligently shows relevant setup steps - Build Your Team: Appears when you're the only member - Add Your Animals: Shows when no animals exist - Skip steps if not needed right now - Cards automatically disappear once completed

• Recent Activity

- View the 3 most recent logs below the quick access grid - Each log shows the event type, animals involved, and notes preview - Tap the arrow to see all logs

Creating Multiple Farms

You can manage multiple farms from one account:

• Tap the farm name in the title bar
• Select "Create new farm" at the bottom
• Enter the farm name and create
• Switch between farms anytime using the selector
• Each farm maintains separate data and team members

Team Collaboration

Understanding Roles

Alpaca Herder uses four distinct roles:

• Admin: Full farm management access, can invite/remove members
• Coworker: Can add/edit animals and perform daily operations
• Guest: Read-only access to view farm data
• Contact: Limited access for external breeding collaboration

Inviting Team Members (Admin Only)

• Tap the people icon in the app bar
• Tap the floating "Invite New Coworker" button
• Select the role for the new member from the dropdown
• Tap "Generate Code" to create an invitation
• Copy the 8-character code using the copy button
• Share the code with your team member (via text, email, etc.)
• The code expires in 7 days for security

Managing Team Members (Admin Only)

• View Team Members

- See all members with their roles and contact info - Members are sorted by role (Admin → Coworker → Guest → Contact) - Your own entry is marked with bold text - Profile photos or initials are displayed

• Handle Join Requests

- Orange badge on team icon shows pending count - Switch to the "Pending Requests" tab - Review requester name, email, and requested role - Approve with option to assign different role - Reject to deny the request

• Change Member Roles

- Tap the three-dot menu next to a member - Select "Change role" - Choose the new role from the dropdown - Save to apply the change immediately

• Remove Members

- Tap the three-dot menu next to a member - Select "Remove member" - Confirm the removal action - Note: You cannot remove the last admin

Handling Breeding Requests (Admin Only)

External farms may request breeding connections:

• Navigate to Team Management
• Select the "Breeding Requests" tab
• Review requests in two categories:

- Breeder Requests: External farms wanting to be listed as breeders - Lineage Requests: External animals for parent connections

• For each request, you can:

- Approve: Grant the permission - Reject: Deny but keep visible - Delete: Remove completely

Animal Management

Viewing Your Animals

• Tap "Animals" on the Farm Home Screen
• Use the search bar to find specific animals by name
• Filter by status using the filter chips:

- Owned: Currently owned animals - Male/Female: Filter by gender - Sold: Animals that have been sold - Deceased: Animals that have passed - All: Show everything

• Animals are automatically grouped by:

- Currently owned (sorted alphabetically) - Previously owned (sold/deceased)

Adding a New Animal

• Tap the + button (visible to admins and coworkers only)
• Fill in the basic information:

- Name (required) - Gender (Male, Female, or Gelding - required) - Birth date (optional) - Breed (Huacaya or Suri - optional) - Status (Alive or Deceased) - Breeder Farm (select from farms or enter manually)

• Add identifications:

- Ear tags: Add multiple tags - Microchips: Track chip numbers - IAR Number: Official registration number

• Select colors:

- Tap "Select Colors" to open the color picker - Choose from standard and special color options - Selected colors appear as chips

• Set lineage information:

- Dam (Mother): Select from all your farms' females or enter manually - Sire (Father): Select from all your farms' males or enter manually - Selecting animals from other farms will request approval

• Add notes (optional)
• Save the animal to your inventory

Viewing Animal Details

• Animal Overview Screen

- Tap any animal from the list - See the animal's avatar, name, age, and gender in the header - View recent activity logs for this specific animal (up to 5 shown) - Tap "View all" to see complete log history - Use the + button to add a new log for this animal

• Animal Details Screen

- Tap "Details" from the overview screen - View comprehensive information including: - Birth date and breeder farm - Identification (ear tags, microchips, IAR number) - Colors (primary and secondary) - Lineage (dam and sire) - Notes - Look for: - Blue checkmarks indicating verified connections - Orange banners showing pending breeding requests

Editing Animal Information

When editing an animal (edit button in details view):

• Update any basic information
• Modify identification details
• Change colors or lineage
• Update breeder information
• Managing pending requests:

- Orange banners show pending breeding requests - You can cancel pending requests using the delete icon - Approved connections show with blue checkmarks

• Delete the animal (permanently removes from system)

Managing External Connections

For animals from other farms:

• When setting a breeder or parent
• Search for external farms or animals
• Submit a request for connection
• Orange banner shows request is pending
• The other farm's admin must approve
• Green checkmark appears once verified

Activity Logging

The activity logging system allows you to track all farm events and maintain comprehensive records for your animals, paddocks, and points of interest.

Viewing Recent Activity

• Farm Overview

- The Farm Home Screen shows recent activity below the quick access buttons - View the 3 most recent logs across your farm - Tap the arrow button to see all logs

• Animal Overview

- Each animal's overview screen shows their recent activities - Displays up to 5 recent logs for that specific animal - Tap "View all" to see complete history

• Log Cards Display

- Color-coded icon showing log type - Event name (e.g., "Vaccination", "Weight Check") - Animal names for animal-related logs - Notes preview (first 2 lines) - Date/time and who created the log - Camera icon if photos are attached

Creating New Logs

• Access Points

- Tap "Add Event" on the Farm Home Screen - Use the + button on an animal's overview - Tap the + button on the logs list screen

• Step 1: Select Log Type

- Choose from categories like: - Medical Care: Treatments, medications, procedures - Health Monitoring: Weight, temperature, body score - Breeding: Mating, pregnancy checks, births - Grooming: Shearing, hoof trimming, dental care - General: Notes, observations, other events - Some types have subtypes for more specific tracking

• Step 2: Select Objects

- Choose which animals, paddocks, or POIs to log for - Multi-select for group events (e.g., vaccinating multiple animals) - Pre-selected when creating from an animal's page

• Step 3: Enter Details

- Select subtype if available (e.g., specific medication type) - Fill in required fields based on log type: - Notes: Required field for all logs - Value fields: Numbers with units (weight in kg, temperature in °C) - Selection fields: Dropdowns for predefined options - Some log types have specific requirements

• Step 4: Add Photos

- Tap "Take photo" to attach images - Select multiple photos from your gallery - Remove photos before saving if needed - Photos are automatically resized for efficient storage

• Save the Log

- Tap Save to create the log entry - Log appears immediately in all relevant places - Timestamp and creator automatically recorded

Log Types Available

The system offers comprehensive logging for various farm activities:

#### Medical Care

• Treatments and procedures
• Medications with dosages
• Veterinary visits
• Injury documentation

#### Health Monitoring

• Weight tracking
• Body condition scores
• Temperature readings
• General health observations

#### Breeding

• Mating records
• Pregnancy monitoring
• Birth documentation

#### Grooming

• Shearing records
• Hoof trimming
• Other grooming activities

#### Measurements

• Various physical measurements
• Growth tracking
• Fiber quality assessments

#### General

• Observations
• Notes
• Other events not covered above

Viewing Log History

• Access Full Log List

- Navigate to logs from recent activity sections - Shows all logs in reverse chronological order - Each log displays full details

• Log Information Shown

- Complete notes (not truncated) - All associated animals/objects - Exact values with units - Full timestamp - Creator information

• Log Details

- Each log shows complete information - View attached photos - See all animals involved - Full notes without truncation

Best Practices

• Log Regularly

- Create logs immediately after events occur - More detail is better for future reference - Use specific log types rather than general notes

• Be Descriptive

- Include relevant details in notes - Mention any unusual observations - Record follow-up actions needed

• Use for Compliance

- Maintain medication withdrawal periods - Track required vaccinations - Document for insurance or sales

• Group Efficiency

- Log once for multiple animals when doing group activities - Select all relevant animals before saving - Add individual notes as needed

Log Security & Persistence

• Real-time Sync: Logs sync immediately across all devices
• Historical Preservation: Logs remain accessible even after selling animals
• Archive System: When animals transfer, their logs are securely archived
• Access Control: Only farm members can view/create logs
• Audit Trail: All logs maintain creator and timestamp information

Account Management

Accessing Your Profile

• Tap your avatar in the top right of any screen
• Your profile screen shows:

- Profile photo or initial - Display name (editable) - Email address - List of your farms - Sign out option

Managing Your Photo

• Tap "Upload Photo" or your current photo
• Choose source:

- Take a new photo with camera - Select from your photo gallery

• Grant necessary permissions if prompted
• Photo uploads automatically to secure storage
• Your new photo appears across the app
• Processing may take a moment for large images

Changing Your Display Name

• Tap the edit icon next to your name
• Clear the field and enter your new name
• Tap the check mark to save
• Or tap X to cancel
• The name updates immediately across all farms

Signing Out

• Scroll to bottom of profile screen
• Tap "Sign out"
• Confirm when prompted
• You'll return to the welcome screen

Offline Functionality

What Works Offline

Alpaca Herder is designed to work without constant internet:

• Viewing all data: Farms, animals, team members
• Navigation: Moving between all screens
• Searching: Finding animals by name
• Filtering: Using status filters
• Pull to refresh: Gesture works, syncs when online

What Requires Internet

These features need an active connection:

• Authentication: Signing in or out
• Farm operations: Creating or joining farms
• Team management: All admin actions
• Animal updates: Creating or editing animals
• Photo uploads: Profile pictures
• Request processing: Approvals and invitations

Offline Indicators

The app clearly shows connection status:

• Cloud icon in app bar shows online/offline
• Orange banner appears when offline
• Disabled buttons show grayed out appearance
• Snackbar messages explain when internet is needed
• Automatic sync when connection returns

Troubleshooting

Common Issues and Solutions

Can't sign in?

• Check your internet connection
• Ensure you're using the correct account
• Try the alternative sign-in method
• Restart the app and try again

Not seeing a farm?

• Your join request may still be pending
• Pull down to refresh the farm list
• Check if you were removed from the farm
• Ensure you're signed in with correct account

Can't invite team members?

• Verify you have admin role
• Check your internet connection
• Ensure you're online (cloud icon)
• Previous invitation codes expire after 7 days

Animal changes not saving?

• Verify internet connection is active
• Check you have proper permissions (not guest)
• Look for error messages
• Try refreshing the screen

App seems slow or unresponsive?

• Pull down to refresh current data
• Check your internet connection speed
• Force close and restart the app
• Check for app updates

Profile photo not updating?

• Large photos may take time to process
• Ensure you have internet connection
• Check photo permissions in device settings
• Try taking a smaller photo

Permission Issues

"You don't have permission"

• Guests cannot edit farm data
• Only admins can manage team
• Contacts have very limited access
• Ask an admin to change your role

Data Sync Issues

Changes not appearing

• Pull down to refresh
• Check connectivity status
• Changes sync when online
• Some updates may take a moment

Getting Additional Help

If issues persist:

• Note the exact error message
• Check your app version (in device settings)
• Document steps to reproduce the issue
• Contact support with details

Tips for Success

Best Practices

• Regular Updates: Keep animal records current for accurate tracking
• Team Communication: Use appropriate roles for team members
• Offline Preparation: Refresh data before going to areas without internet
• Security: Never share invitation codes publicly or on social media
• Consistent Naming: Use clear, consistent names for animals
• Photo Management: Photos are automatically resized when uploading
• Regular Backups: Your data syncs automatically when online
• Breeding Connections: Request approval promptly for external animal connections
• Log Details: Be descriptive in your notes for future reference

Efficient Workflows

Daily Operations

• Start with Farm Home dashboard
• Check notification badges for pending items
• Update animal records as events occur
• Use search to quickly find specific animals

Team Management

• Review join requests promptly
• Assign appropriate roles based on responsibilities
• Remove inactive members to maintain security
• Generate new codes as needed (they expire)

Animal Tracking

• Add animals as soon as they're born or acquired
• Keep identification numbers updated
• Link lineage for breeding records
• Use notes for important details

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Version 0.1.13

Last Updated: 2025-07-02

Alpaca Herder - Comprehensive Farm Management